The California Labor Commissioner published the official “California Workplace – Know Your Rights” notice (available here in English and Spanish) required under the Workplace Know Your Rights Act (SB 294).

The first mandatory distribution date is February 1, 2026.

Here are five things every California employer should understand now.

1. Distribution Rules Are Specific

Beginning February 1, 2026, employers must provide the notice:

  • To all current California employees by February 1, 2026;
  • To new hires at the time of hire; and
  • To union representatives, where applicable.

Delivery must be made using the employer’s normal communication method—including personal delivery, email, or text message—so long as receipt can reasonably be expected within one business day.

2. Recordkeeping Requirements: Keep Proof For Three Years

Employers must keep proof of notice delivery for at least three years. This proof can include:

  • Signed acknowledgment forms
  • Digital read receipts or confirmation emails
  • HR system logs

Strong documentation will be key if the Labor Commissioner or another enforcement agency requests verification.

For California HR teams, this is a good time to audit your employee recordkeeping process and ensure that all required workplace postings and notices are organized in one place.

3. New Educational Videos and Employer Resources

The Labor Commissioner’s Office will also release two educational videos by July 1, 2026:

  1. A video for employees explaining their workplace rights.
  2. A video for employers outlining compliance requirements and constitutional protections.

Employers should plan to include these videos in onboarding, annual training, or even all-hands compliance refreshers to demonstrate good-faith efforts at compliance.

For updates on when these materials become available, make sure you are subscribed to receive updates at California Employment Law Report.

4. Emergency Contact Obligations Are a Separate Compliance Deadline

SB 294 also imposes a new requirement effective March 30, 2026.

By that date, employers must allow employees to:

  • Designate or update an emergency contact; and
  • Indicate whether that contact should be notified if the employee is arrested or detained.

If an employee makes that request, the employer must notify the emergency contact when the employee is arrested or detained:

  • At the workplace; or
  • During work hours or job duties (even off-site), if the employer has actual knowledge.

This requirement will require updated forms, onboarding processes, and HR training.

5. Penalties Are Real—and Layered on Top of Other Exposure

Failure to comply with SB 294 can result in civil penalties of:

  • Up to $500 per employee per day for emergency contact violations; and
  • Up to $500 per employee per violation for notice-related failures.

Bottom Line for Employers

Now is the time for employers to:

  • Audit communication systems for reliable, trackable distribution;
  • Update onboarding documents (we generally recommend standard new hire packets);
  • Prepare emergency contact procedures ahead of March 30, 2026;
  • Train managers and HR teams on how these rights apply in practice; and
  • Calendar February 1, 2026 as a firm compliance deadline.

California continues to raise the bar on employer documentation and transparency. Employers who prepare early will be best positioned to demonstrate good-faith compliance—and reduce litigation risk—when enforcement begins.